Workflow Inbox

Overview

The SupplierGateway Inbox is the central hub where users manage supplier registrations, workflow-driven messages, and approval actions. Any part of the supplier onboarding process that uses dispositions, custom workflows, or automated routing rules will generate messages into the Inbox. The Inbox ensures that the right users review, claim, and act on supplier records efficiently and consistently.

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How Users Are Chosen to Receive Inbox Messages

Inbox assignment is governed by your organization’s workflow configuration:

1. Workflow Steps Define Which Users Receive Items

Each step in a SupplierGateway workflow can be configured with Specific Users

Only users assigned to that workflow step—and who have Inbox permissions—will see incoming supplier records in their Inbox.

2. Permissions Determine Access and Actions

Users must have the appropriate permissions to:

• View incoming supplier registrations
• Claim records
• Approve or reject suppliers
• Perform validations or review workflow history

If a user does not have inbox permissions or is not included in a workflow step, they will not receive items in their Inbox.

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What Appears in the Inbox

Any supplier activity tied to automated routing logic set up in the workflow.

Each Inbox item includes structured sections to help reviewers quickly evaluate supplier data.

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Inbox Sections Explained

1. Company Name

Displays the supplier organization that has registered or has been invited to register.
This is the primary identifier for the supplier record.

2. Status

Indicates whether the supplier record is:

• Unclaimed – Available for review by permitted users
• Claimed – Actively being reviewed by a specific user

Claiming helps prevent duplicate work by ensuring only one user processes a supplier at a time.

3. Workflow Data

Shows the supplier’s current position in the custom workflow, such as:

• “Pending Validation”
• “Compliance Review”
• “Documentation Approval”
• “Final Decision”

This section helps users quickly understand where the supplier is in the process.

4. Actions

Each Inbox entry provides action buttons, which may include:

• View Validations – Review system-generated checks or internal validations
• Processing History – See each step the supplier record has gone through
• Unclaim – Release the item so another user can claim it
• Open Registration – Access the full supplier registration details

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Claiming and Processing a Supplier Registration

1. Claim the Record

A user must claim an unclaimed supplier registration before taking any further action.
Once claimed:

• The record locks to that user.
• All related registration information becomes visible.

2. Review Full Supplier Data

Claiming provides access to:

• Company profile details
• Compliance documents
• Registration questions and responses
• Validation results
• Internal notes or flags

3. Approve or Reject the Supplier

After reviewing all information, the user chooses:

• Approve – Moves the supplier forward to the next workflow step or final approval
• Reject – Sends the supplier into a rejection disposition with appropriate notes

Both actions are logged in the Processing History for audit purposes.

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End-to-End Flow Summary

1. Supplier registers or is invited to register
2. Workflow rules assign the record to users with Inbox permissions
3. Supplier record appears as an unclaimed item in the Inbox
4. A user claims the record
5. The user conducts validations and reviews all registration data
6. The user approves or rejects the registration
7. Workflow transitions automatically update based on the decision

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Purpose of the Inbox

The SupplierGateway Inbox ensures:

• Efficient division of work
• Clear responsibility for each supplier registration
• Transparent auditing through processing history
• Centralized access to all workflow-driven tasks